Directorate of Human ResourcesNHS Fife Recruitment TeamWoodland Suite, Level 1Whyteman's Brae HospitalWhyteman's BraeKirkcaldyKY1 2NDTel 01592 643355www.show.scot.nhs.uk/faht

DateYour RefOur Ref

Enquiries toExtensionDirect Line Email:

As per postmark

Please see below

Recruitment2790601592 643355fife-uhb.recruitment@nhs.net

Dear Sir/Madam

POST REFERENCE: HH931/05/18ACCLOSING DATE: 12 NOON ON 29TH MAY 2018

Thank you very much for your interest in the above post. I have pleasure in enclosing an application pack which includes, a job description, application form, terms and conditions, person specification and procedure for the disclosures of criminal records. Please be advised that the application form must be completed in full as unfortunately we cannot accept a CV enclosure.

When providing referees on the application form please be aware we require references to cover a minimum of a three year period. If the period of time both referees have known you is less than three years you will be required to provide additional referees. This can be indicated on an additional sheet of paper and where possible please give us email addresses for contact.

Should you wish to make an enquiry to the Recruitment Team regarding a vacancy please ensure that you quote the reference number.

Please be advised that if you do not hear from us within 4 weeks of the closing date then you have been unsuccessful in your application.

May I take this opportunity to thank you for the interest that you have shown in NHS Fife.

Yours faithfully

Recruitment TeamRecruitment TeamEnc.

TERMS AND CONDITIONS OF SERVICE

Post: HEALTH RECORDS MANAGER

Reference Number: HH931/05/18AC

Pay Banding: BAND 6 – £26,830 - £35,933 PRO RATA

Hours of Duty: 37.5

Contract Type: PERMANENT

Annual Leave: 27 days on commencement29 days after 5 years service33 days after 10 years service

Public Holidays: 8 fixed public holidays

Criminal Convictions Declaration:A requirement of this post is completion of a satisfactory Criminal Conviction Declaration form (non Disclosure Scotland) prior ot appointment.

Annual Leave:The leave year extends from 1 April to 31 March.

Part time staff will receive a pro-rata entitlement for annual leave and public holidays combined as per the Agenda for Change agreement.

Reckonable service may be credited for annual leave purposes in accordance with the Agenda for Change Agreement.

Sick PayEntitlements to Statutory Sick Pay and Occupational Sick Pay will be determined in accordance with the Agenda for Change Agreement. Reckonable service may be credited for Sick Pay purposes providing there has been no break in service of 12 months or more at time of appointment in accordance with Agenda for Change Agreement.

SuperannuationNew entrants to NHS Fife who are aged sixteen but under seventy five will be enrolled automatically into membership of the NHS Pension Scheme.

Our pension scheme is provided by Scottish Public Pensions Agency. This scheme is a qualifying pension scheme, which means it meets or exceeds government’s new standards. All benefits including life insurance and family benefits are explained on the SPPA website http://www.sppa.gov.uk/. Contribution rates will vary from 5% to 14.5% depending on pensionable earnings.

Once a year, (following 2 years qualifying service) a statement is available online (http://www.sppa.gov.uk/ showing how much service has built up in your pension.

You can increase the amount you put in if you want by buying additional pension. For full details please see the Factsheet “Additional Pension” available on the SPPA website http://www.sppa.gov.uk/ .The amount contributed by the government in the form of tax relief would also increase.

If you want to opt out of the pension scheme please follow the instructions in the enclosed fact sheet.

Occupational Health ClearanceAny offer of employment is subject to satisfactory Occupational Health clearance. Should you be invited to interview you will be asked to complete a Pre-Employment Health Questionnaire. NHS Fife Staff Wellbeing and Safety will make an assessment on your fitness to carry out the post based on the information contained within the questionnaire. In certain circumstances further information is required before clearance can be given and Occupational Health may contact you by telephone or request that you attend for an appointment. Clearance must be obtained before any new employee commences employment within NHS Fife. Clearance may be subject to you attending for a Post-Employment appointment and it is vital that you attend this appointment if required.

Declaration of ConvictionsUnder the terms of the Rehabilitation of Offenders Act 1974, many people need not refer to previous convictions which, after a certain period of time, are regarded as spent. Certain posts within the National Health Service, however, are excluded from the provisions of this Act. At the time a job offer is made candidates will be subject to one of the following:

For posts in regulated work – Protection of Vulnerable Groups (PVG) Scheme Membership

For all other posts which are subject to a criminal conviction record check – a Police Act Check

For posts not subject to a criminal conviction check – a self-declaration

Please note you must also notify us of convictions from other countries.

Failure to disclose convictions information as required will result in the offer of employment being withdrawn. If you are appointed, and it is found that you did not reveal a previous conviction you will be subject to disciplinary action and your employment may be terminated.

NHS Fife will meet the cost of Protection of Vulnerable Groups (PVG) scheme or Police Act Check applications if this is a requirement of the post. Existing PVG scheme members may require a scheme update and the interview panel should be informed of this. Again NHS Fife will meet costs associated with this.

Information in relation to Scotland’s disclosure and rehabilitation of offenders regime can be found on the Disclosure Scotland website www.disclosurescotland.co.uk

No Smoking PolicyNHS Fife operates a No Smoking Policy and it is the case that staff are not permitted to smoke on the premises or during working hours. It is a condition of employment that you comply with these requirements.

Agenda for Change Implementation and Variations to Contract of EmploymentAgenda for Change is a nationally agreed remuneration, job evaluation, personal development and terms and conditions framework which will apply to all NHS Scotland staff (except very

senior managers and staff within the remit of the Doctors’ and Dentists’ Review Body). This means that you will be subject to the terms and conditions contained within this agreement and also any subsequent national or local agreements or variations made in respect of Agenda for Change. Such changes will automatically be applied to you and your contract of employment will be deemed to have been amended on this basis.

Entitlement to Work in the UKNHS Fife is legally obliged to ensure all its employees are legally entitled to work in the United Kingdom. All applicants are required to confirm their right to work in the UK in their application. If you are not a United Kingdom (UK), European Community (EC) or European Economic Area (EEA) National please state the visa category under which you are legally entitled to work in the UK on your application form and the expiry date of your leave to remain in the UK.

Certificate of SponsorshipApplications will be accepted from individuals who require Tier 2 sponsorship to work in the UK and will be considered alongside all other applications. However, non-EEA candidates may not be appointed to a post if a suitably qualified, experienced and skilled EU/EEA candidate is available to take up the post as the employing body is unlikely, in these circumstances, to satisfy the Resident Labour Market Test. The UK Visas and Immigration Department requires employers to complete this test to show that no suitably qualified EEA or EU worker can fill the post. For further information please visit the UK Visas and Immigration website.

From 6 April 2017, Tier 2 skilled worker applicants, applying for entry clearance into the UK, must present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) will also be subject to this requirement.Guidance can be found here Criminal Records Checks For Overseas Applicants

Job ShareUnless otherwise stated within the job advert applications for this post may be considered on a job share basis. Should you wish to apply on a job share basis please indicate this on a covering letter attached to the application form.

Guidance for completing the NHSScotland application form

If you need this, or any of the attached forms in large print or other

formats please call our recruitment office on 01592 643355 ext 28706

or 27906. An electronic version is available at www.jobs.scot.nhs.uk.

General guidance

If you have any questions or need some help with completing the form, please call 01592 643355 ext 28706 or 27906 or email fife-uhb.recruitment@nhs.net. Please have the job reference number handy if possible

If you are using the ‘hard copy’ version of our application form, please use black ink and write clearly in BLOCK CAPITALS. This makes the form much easier to read and clearer when we photocopy it

The job reference number can be copied from the job advert or the application pack

The job location will be on the job advert

The candidate number will be written in by us once you have returned the form to our office

The people who look through your completed form (short listing or short leeting team) to see if you have the skills and abilities needed for the job, will only see ‘Part C’ of the form. They will only see your candidate number and all personal details will be anonymous

Please do not send in a CV instead of, or as well as, the application form. We do not consider CVs during the selection process

Please fill in all sections of the application form. If some parts are not relevant, write ‘not applicable’ or ‘N/A’ in that space

If you need more space to complete any section, please use extra sheets of paper. Do not put your name or any identifying information on it as it needs to remain anonymous. Secure it to the relevant section, and we will add a candidate number to it when we receive it

When you have completed all of the form, please send it to:

NHS Fife Recruitment TeamWoodland Suite, Level 1Whyteman's Brae HospitalWhyteman's BraeKirkcaldyKY1 2ND

Personal Details section

This gives us your contact details such as name and address. Under ‘title’ you would put either Mr, Mrs, Ms, Dr or just leave blank if you prefer

We may need to contact you at some time throughout the recruitment process. Please let us know the most suitable method of contacting you, for example email or phone call and the most convenient time

Criminal Convictions Declaration

You will not be asked to disclose information in relation to criminal convictions until an offer of employment is made. Please use the links on the application form for information on what conviction information needs to be disclosed or visit the Disclosure Scotland website www.disclosurescotland.co.uk

You must also notify us of convictions from other countries.

Please note that having a conviction will not automatically disqualify you from being employed by us. Careful consideration will be given to the relevance of the offence to the particular post in question. However, if you are offered employment and/or appointed, and it is found that you did not reveal a previous conviction this may result in withdrawal of the offer, dismissal or disciplinary action.

Qualifications section

Please tell us of any qualifications you have. This can include school standard grades, GCSEs highers, or work based qualifications such as SVQs or NVQs. As part of the recruitment process you will be required to provide evidence of your qualifications.

Remember to write down any ‘non formal’ qualifications or certificates that you think are relevant to the job you are applying for.

Present (or most recent) post section

If you are currently out of work, please write this in the ‘job title’ space

Please write your start date in month/year format MM/YYYY

Please tell us briefly about your duties (what you do or did in your job). You could tell us your role, the main tasks, and any responsibility for supervising others. There is not a lot of space here so continue on a separate sheet if you need to

Employment History section

This is where you write down all the jobs you have done previously

Remember that if a job you have done in the past supports or is similar to the job you are applying for, please tell us more about it in your ‘support of application’ statement on page 6 of the application form – use a separate sheet if you need more space

References section

Referees are people who know you at work. Please give the full names and addresses of 2 referees, one of whom must be your present or most recent employer and can confirm your job details

Your referees must cover a three year time period and should where possible be work based references.

Please where ever possible provide an email address for your referee.

You should check that the people you have put on your form are happy to be referees

Your referees will not be contacted unless you are a ‘preferred candidate’ after interview. A preferred candidate is someone who is the preferred choice for the job, subject to satisfactory checks where appropriate

Driving Licence

You only need to complete this if the job requires you to drive. Please check the job description or person specification. For example, some jobs with the Ambulance Service require you to be able to drive class C1 and D1 vehicles

Statement in support of your application

This is one of the most important parts of the form. In here you say why it is you want this job, and can list all your skills and abilities that you think help to match up you against the ‘person specification’. In here you could describe how something you have done in a non work setting (for example, planning and leading a group outing) shows planning skill and some leadership qualities

Where did you see the advert section

Please try to remember where you heard about this job, and tick the relevant box. The information you give will help us find out how good our advertising is

Equal opportunities monitoring

Please note that all details on this section (Part D) will remain totally anonymous. It will be detached from the rest of the form as soon as we get it and remain anonymous

We want to ensure that there are no barriers to joining our workforce. As an employer, NHSScotland is as fully inclusive as possible. One way we can ensure this is to analyse all the data provided in this section and ensure that job opportunities are being accessed by as wide a community as possible.

Please send the completed form to the following address:

fife-uhb.recruitment@nhs.net

or post your hard copy to:

NHS Fife Recruitment TeamWoodland Suite, Level 1

Whyteman's Brae HospitalWhyteman's Brae

KirkcaldyKY1 2ND

Fife Employment Access Trust

Have you experience of a mental health problem?

Want help with the application process for a post with NHS Fife

Would you benefit from some support even after you start work?

Are you unemployed and live in Fife?

Fife Employment Access Trust (FEAT) ia a well-respected voluntary organisation with more than 23 years experience of supporting people with into employment. They can provide free, independent and confidential support through the whole process of applying for a job and, if successful, for the first few weeks after starting work.

FEAT is independent of NHS Fife and the fact that someone has received support will not adversely affect the recruitment outcome.

For more information on the support available or if you would like to take advantage of the service contact:

Fife Employment Access Trust

Collydean Cottage6/7 Hanover Court,

Glenrothes, Fife KY7 5SBwww.fifeemploymentaccesstrust.com

Tel: 01592 759371

Email: enquires@f-e-a-t.co.uk

Please do not send completed application form to this address

Auto Enrolment Fact Sheet 2

What is happening?The UK Government’s aim is for more people to have another income, on top of the state pension, when they come to retire. The basic state pension is intended to be a foundation and you may want more.

Employers are now required to enrol their workers automatically into a pension scheme to make it easier for people to start saving. You will therefore be automatically enrolled into the NHS Pension Scheme from your date of commencement with us.

What does this mean for you?Our pension scheme is provided by Scottish Public Pensions Agency. This scheme is a qualifying pension scheme, which means it meets or exceeds the government’s new standards. All benefits including life insurance and family benefits are explained on the SPPA website http://www.sppa.gov.uk/

Once a year, (following 2 years qualifying service) a statement is available online (http://www.sppa.gov.uk/) showing how much service has built up in your pension.

You can increase the amount you put in if you want by buying additional pension. For full details please see the Factsheet “Additional Pension” available on the SPPA website http://www.sppa.gov.uk/ The amount contributed by the government in the form of tax relief would also increase.

From 1 April 2015, the member contributions are calculated as follows:

Tier Pensionable Pay Band (whole time Contributions Rate in equivalent) in 2015/16 2015/16

1 Up to £15,828 5.2%2 £15,829 to £21,601 5.8%3 £21,602 to £27,089 7.3%4 £27,090 to £49,967 9.5%5 £49,968 to £71,337 12.7%6 £71,338 to £111,376 13.7%7 £111,377 and above 14.7%

Pension contributions are taken off salaries before tax.In addition, NHS Fife currently contributes 14.9% to an employee’s pension.

Please note, these contribution rates may be revised. Any changes will be posted on Dispatch when they become available. On your payslip, the figure you will see is your contribution.

The NHS Pension SchemeAfter 2 years of membership, an annual online statement will be available from SPPA showing how much pension you have accrued. More information on the scheme can be found at www.sppa.gov.uk

How to opt outTo opt out, you can obtain the relevant opt out form from SPPA’s website http://www.sppa.gov.uk/Documents/NHS/NHS%20Useful%20Resources/NHS%20Forms/Opting%20out/OPTOUT%20NHS%202013%20V.1.pdf Once you have completed it, send it to the Payrolll Dept (see payslip for details).

If your completed opt out form is received within 1 month of your start date you will be removed from the pension scheme with effect from your start date. Any payments you have already made will be refunded and you will not have become an active member of the scheme on this occasion.

If you want to stop making payments at any time after 1 month of commencing employment you can do so by completing the opt out form. Repayment of pension contributions and the calculation of preserved benefits will be arranged by SPPA. Further information on refunds is available on www.sppa.gov.uk - see NHS factsheet.

If you encounter any difficulties in accessing this form, please contact either your Line Manager in the first instance or a member of the HR Department.

HMRC ProtectionIf you are one of the relatively small number of people who applied for, obtained and still hold a Fixed Protection certificate from HM Revenue and Customs (which protects the total value of all pension benefits you can have at £1.8 million without triggering an excess benefits tax charge) or an Enhanced Protection certificate then you may lose the Fixed or Enhanced Protection if you opt to remain in the scheme. If you currently hold HMRC Fixed or Enhanced Protection you may wish to consider the consequences of further accrual of benefits as this may invalidate your protection. Further information is available from HMRC

A regular reminder Anyone who opts out will be automatically enrolled back into a pension scheme at a later date (usually every three years). This is because your circumstances may have changed and it may be the right time for you to start saving. We will contact you when this happens, and you can opt out if it’s still not right for you.

A commitment from usIf you are under 75, work or usually work in the UK, and earn over £10,000 a year (the amount set by the government for this):

- we must by law continue to maintain your membership of a scheme that meets certain government standards; and

- if your membership of such a scheme ends (and it is not because of something you do or fail to do), we must by law put you into another scheme that meets government standards straightaway.

Questions you may have:

Will the amounts paid into my pension change?Yes, the amounts will automatically increase or decrease accordingly if your earnings (exclusive of overtime payments) go up or down.

If I opt out or stop making payments, can I rejoin a workplace pension scheme at a later date?Yes, you can rejoin a workplace pension scheme. To do so, contact your payroll contact (see payslip for details) in writing by sending a letter, which has to be signed by you. Or, if sending it electronically, it has to contain the phrase “I confirm I personally submitted this notice to join a workplace pension scheme”.

What if I want to pay more into my pension?You can increase the amount you put in if you want by buying Additional Pension. For full details please see the Factsheet “Additional Pension” available on the SPPA website http://www.sppa.gov.uk/ The amount contributed by the government in the form of tax relief would also increase.

What is tax relief?The government takes tax off your income. You can see this on your payslip. Tax relief means some of your money that would have gone to the government as tax now reduces the actual cost of contributing into the pension scheme. www.direct.gov.uk/workplacepensiontaxrelief

Where can I get further information?

If you have any questions about the pension scheme, contact:SPPA7 Tweedside ParkTweedbankGalashiels TD1 3TETelephone 01896 893000www.sppa.gov.uk

If you have any questions about your enrolment or contribution levels, contact your payroll contact (see payslip for details).

For information on pensions and saving for later life visit: www.direct.gov.uk/workplacepension

A booklet explaining pension auto enrolment together with Frequently Asked Questions has been published by the Pension Regulator and can be found at http://www.dwp.gov.uk/docs/workplace-pensions-faq.pdf

JOB DESCRIPTION

1. JOB IDENTIFICATION

Job Title: Health Records Manager

Responsible to: Deputy Divisional Head of Health Records

Department(s): Health Records

Directorate: Clinical Support & Access

Operating Division: Acute

Job Reference number:

No. of Job Holders: 3

Last Update: June 2017

2. JOB PURPOSE

To provide a multi section comprehensive health records service including Clinical Coding, Information Management, Inpatient Services, Emergency Department, Minor Injuries Unit, Records Libraries, Scanning, Subject Access Requests, Outpatients including Maternity Services.and Overseas Visitor Status.

Responsible for the overall management staffing of these sections which involves recruitment, selection, training appraisal and discipline.

Provides medical records input to business cases for service change within the department.

The post necessitates telephone, face-to-face, email and written communication with service users.

Conduct staff briefing sessions and lead staff training sessions for staff within these sections.

3. DIMENSIONS

Acute - Staff – 165 WTEBudget – 4.1 million Staffing/Supplies & Services Activity – Acute & Maternity Inpatients, Daycases, Outpatients (New & Review) Ward & Emergency Attendances

4. ORGANISATIONAL POSITION

5. ROLE OF DEPARTMENT

To develop and deliver a high quality and cost effective Health Records function through effective planning and efficient operational management, which is both patient centred and in line with the requirements of the Division’s business and strategic planning objectives.

To provide and deliver efficient statistical and waiting times information to comply with national definitions and codes as well as targets set by SEHD.6. KEY RESULT AREAS

Manage staff and resources to ensure an effective medical records service to maintain a high quality service by motivation, guidance and counselling of staff.

Responsible for the safe and confidential storage and control of patient records providing access to support patient and clinical requirements.

Responsible for the staffing and supplies budget for section.

Responsible for the preparation and delivery of monthly activity statistics ensuring that they are completed methodically and accurately including compilation, collation and validation.

Responsible for staff training in relation to local Patient Administration System, department Policies and Procedures in collaboration with the local Induction Programme.

Attend meetings with other service users on change management issues and implement necessary changes by formulation of effective policies/procedures to reflect such management needs.

Develop, communicate and implement local procedures to ensure continuity of effective service at all times.

Investigate formal and informal complaints arising from staff or service performance and provide final written report and/or draft reports to Divisional Head and/or Deputy Divisional Head of Health Records..

Responsible for ensuring set objectives are met through Personal Development Plans for all staff within the correct time scale including staff development, identifying and fulfilling

HEALTH RECORDS MANAGER

DEPUTY DIVISIONAL HEAD OF HEALTH RECORDS

HEALTH RECORDS MANAGER

DIVISIONAL HEAD OF HEALTH RECORDS

HEALTH RECORDS MANAGER

training needs including all mandatory training.The post-holder will be expected to cover other, same grade, health records posts to support the overall service in time of staff shortage or workload pressures.

Responsible for recruitment, selection and appointment processes for all health records staff within the section.

Responsible for informal and formal counselling and also disciplining of staff to appropriate level which in certain circumstances could lead to decision to proceed to final stages of warning or dismissal.

Responsible for ensuring that every effort is made to provide adequate staffing cover in all areas in order that the high quality service is maintained during annual leave/sick leave and long term sick.

Responsible for the efficiency and quality of office equipment and the repair of.

Compilation of payroll information.

Authorised signatory for travel, stationery, payroll and IT.

Undertake surveys or audits as required within own work environment.

To provide patient activity information on a regular and ad hoc basis to all levels of information users including Executive Management, Clinical Directors, Consultants and other clinical staff.

To assist in the development of an information infrastructure which supports the Clinical Directorates by meeting their information requirements.

To ensure the effective development and implementation of initiatives which are consistent with National Strategies which support the contracting and clinical audit processes.

Testing, reporting and prioritising faults within the Patient Administration System which is very complex and time consuming with numerous audit trails.

Responsible for allocating and maintaining security within PAS.

Ensure that Health Records staff work using safe practices and in a safe working environment in accordance with Health and Safety Policy.

Monitor and review systems to ensure that security and confidentiality of patients’ records is maintained at all times.

Authorise archiving/destruction of patients’ records in accordance with national guidelines.

The Divisional Head and/or Deputy Divisional Head of Health Records will allocate tasks on an ad hoc basis.7(a) SYSTEMS AND EQUIPMENT

Personal ComputerMultifunction Device –photocopier, label printer fax & scanBarcode label printer

ProjectorLaminatorSPIDDA PhoneOffice equipmentTelephone7(b) SYSTEMSOffice filing systemComputerised Patient Administration System covering Clinical Coding, Bed Management, Outpatient and Waiting Times, Statistical Information and System Administration.Terminal digit and numerical filing system librariesElectronic data storage and software systems,- Word, ExcelInternal & External e-mail and internetCommunity Health Index (CHI) – to search national CH database for patient detailsDevelop effective complex spreadsheets and data collection tools to allow collection of mandatory statistics.

TrakcareDatixeKSFInternet & IntranetSSTSBusiness ObjectsSCI Gateway Clinical PortalSpend AnalyserTherefore8. ASSIGNMENT AND REVIEW OF WORK The post-holder is directly line managed by the Deputy Divisional Head of Heath Records who will allocate work on an ad hoc basis along with the Divisional Head of Health Records

The Health Records Manager will be expected to manage these sections on a day-to-day basis displaying initiative and innovation to ensure continuity of service. The Divisional Head and Deputy Divisional Head of Health records will set priorities, indicate key tasks and set appropriate deadlines for production of data to meet national requirements.

Line Management support is provided by monthly meetings and annual appraisal.

9. DECISIONS AND JUDGEMENTS

The postholder, while working to objectives set by the Divisional Head and Deputy Divisional Head of Health Records has complete responsibility and autonomy with regards to managing their own workload, setting their work agenda and targets and executing these based on independent judgement.

The postholder is expected to give immediate guidance to colleagues (all disciplines including Directorate Management Team & Clinicians) on all matters relating to the overall management of the health records sections including matters relating to staff handling and operational difficulties in an evolving and volatile environment.

Provide advice to staff within these sections related to work or personal issues and identify and implement training needs as required.

The postholder will be expected to be able to anticipate issues and resolve these

independently of the Divisional Head or Deputy Divisional Head of Health Records

10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

Managing time effectively and prioritising work to meet competing demands.

Continuing to provide an efficient service, i.e. difficulty in recruiting, long term sick, staff shortages.

Dealing with difficult staff who occasionally work ‘against’ Managers and not with them.

Meeting constantly changing objectives set by SEHD.

Continually raising professional standing of medical records by working closely with all disciplines of staff with a view to improving staff skills and policies/procedures.11. COMMUNICATIONS AND RELATIONSHIPS

Communicate often on complex issues or complaints with a range of colleagues from all disciplines including Consultants, Directorate Managers, Business Managers on a variety of confrontational issues.

Contact with members of the public regarding waiting times, general enquiries and complaints.

The post necessitates telephone, face-to-face, email and written communication with service users.

Daily contact with Supervisors and Team leaders regarding section issues.

Senior Clinicians to discuss complex/sensitive information

National Services Scotland to discuss data quality issues and standards.

Regular contact with colleagues in own and other directorates.

12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOBPhysical Skills:Standard keyboard skills requiring a high degree of accuracy.A combination of sitting, standing and walking & driving.

Physical Demands:Lifting and transporting small amounts of case-notes between sites.

Mental Demands:Intense concentration while using problem solving skills in the use of PASIntense concentration in respect of preparing reports, investigating, making informed judgements.Responding to complaints in respect of services and/or staff.Dealing with competing demands whilst faced with constant interruptions.Changing direction of tasks to meet service needs.Need to constantly use tact and diplomacy.

Emotional Demands:

Exposure to distressing and sensitive information and photographs in casenotes e.g. injuries, skin complaints, operations/wounds and terminally ill patients and bereaved relatives.Managing stressful situations related to patient complaints, staff problems, often personal.Formally counselling staff on job performance or attendance.The post can be emotionally demanding due to expectations and pressures from individuals.In response to anticipated changes requiring implementation.

Environmental/Working Conditions:Constant use of VDU Moving of case-notes between sites.Dealing with verbal aggression from staff and public

13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOBEducated to Higher Level.Diploma of the Institute of Health Records and Information Management (IHRIM) or equivalent experience in a senior role within medical records for a minimum of five years.Indepth knowledge of hospital practice and health records.Established knowledge of health information systems, staff management and health records legislation.Specialist proficient in the use of Trakcare and EPR systems. System Administration skillsTraining skillsKnowledge and understanding of PC systems including software such as Excel and Word.Ability to prioritise/change or adapt.Excellent organisational/interpersonal/communication skills.Team player who is highly motivated and possesses excellent persuasive skills.

14. JOB DESCRIPTION AGREEMENTA separate job description will need to be signed off by each job holder to who the job description applies.

Job Holder’s Signature:

Head of Department Signature:

Date:

Date:

RECRUITMENT AND SELECTION STANDARDSPERSON SPECIFICATION FORM

Post Title/Grade: Health Records Manager

Department/Ward: Acute Division Health Records, Clinical Support and Access

Date: 02/05/2018

ESSENTIAL DESIRABLE MEASUREExperience Managerial experience

within information services / health records

Experience of Human Resources and Finance.

Recent evidence of effectively implementing organisational change and evidence of effective resource management

Application form and interview

Qualifications/

TrainingAn Institute of Health Records and Information Management (UK) Diploma or equivalent experience within Health Records

Demonstrate continued professional development.

Application form

Knowledge Working knowledge of financial instructions, HR policies, risk management and quality strategies is required.Information and Staff Governance and relevant legislation

Knowledge of all aspects of outpatient waiting times management, records management and confidentiality issues within healthcare

Application form

A firm understanding of Health and Safety and relevant legislation.

Skills Excellent communication skills

Highly effective interpersonal skills, including negotiation and influencing skills.IT skills, with a proven competency in the use of proprietary software packages. The ability to negotiate in complex situations Ability to multi-task and prioritise workload

Ability to apply and use advanced analytical tools

Interview

Aptitude Alert and quick thinking.Approachable.Ability to work on own initiative and work independently.Ability to recognise when to seek advice from senior staffAbility to problem solve and calm attitude in crisis situationsAbility to work across specialties and staff groups 

Interview

Other e.g. Team Player, Be

able to travel

A level of English language, competency and communication skills necessary to perform this role safely and effectively.

Team player.

Ability to travel between sites.

Interview